Residents of an apartment building (MKD) in a big city often have a question about how to find out the address of their passport office, where they can get a certificate of registration at their place of residence. Indeed, reference confirmation of the place where a citizen is registered is required at the place of study and work, at the clinic and at the bank, for the calculation of utility bills and social benefits. The article will give you a hint on how to find a passport officer in order to issue the necessary document and what a specialist must know and do in order for the citizen registration system to work properly.
Basics of registration of citizens in the Russian Federation
The main regulatory document governing registration accounting is Federal Law No. 5242-1 dated June 25, 1993. It defines the right of Russian residents to freely change their location and residential address.
Article 3 of the law regulates the need and procedure for registering all citizens. This is primarily required by citizens, since being tied to the territory of residence makes it possible to implement constitutional guarantees and gives the right to participate in regional and state programs. In addition to rights, each person has certain responsibilities, which also requires taking into account location data.
Decree of the Government of the Russian Federation dated July 17, 1995 No. 713 approved the Rules for registration and deregistration of citizens at the place of stay and place of residence, requirements for persons receiving documents on the basis of which registration actions are carried out.
FZ-5242-1 - established the functions of the Office of the Federal Migration Service (UFMS) as an executive body in the system of the Ministry of Internal Affairs (MVD). The structure accumulates accounting data in a unified reference and address electronic system.
The task of initial registration and timely entry of data into a centralized resource is assigned to passport offices at the place of residence.
Passport officer at a management company
The Passport Office (PS) is one of the structural divisions of each management company.
The hierarchy of this department will not differ from the rest of the organization. At the head is the boss.
If the management company serves a significant number of residential buildings, then the additional function of a deputy may appear in the PS. In any case, the department employs ordinary employees, headed by a senior specialist.
The passport offices of management companies are characterized by double subordination. The department will be subordinate to the managing organization solely with regard to the issuance of documentary materials and other information.
As for the rest of the hierarchy of subordination, for the rest, namely, in matters of direct registration of citizens and all related documentation, the PS will be subordinate to the Office of the Federal Migration Service.
The operation of the passport office is regulated by a number of federal laws and government regulations.
Find out on our website about the rights and obligations of the management organization to the owners, about its main functions, information disclosure standards, as well as the advantages and disadvantages over other forms of management. You can also find out from us whether the management company has the right to issue instructions to the owners or refuse to maintain the house.
General provisions
It is typical for all organizations, and even more so for management companies, to have a job description. Its provisions include a list of the main requirements that are presented to an employee of a particular structural unit.
The instructions describe in detail the responsibilities, duties and rights of the passport operator. The current legislation defines only a few general points.
Management personnel are required to follow these provisions when completing instructions.
This applies to the immediate managers of the management company, who define such a concept as staffing.
As for the passport officer, he will report either to the head of the department, or to the head of the passport office, or to another manager.
The degree of subordination will depend on the structure of the management company.
There are a number of standards that a passport officer in a management company must adhere to:
- knowledge of the legislative framework in the field of accounting, registration and registration;
- knowledge of office work, document preparation standards;
- possession of data on the control of reference materials;
- organization of the functioning of the department;
- computer skills at the level of a skilled user;
- knowledge of the basics of the Labor Code of the Russian Federation.
An extremely important aspect in the work of a passport officer is knowledge of the unified document flow system adopted in the country.
With all this, the passportist is not required to have any special education, nor is he required to have a certain amount of work experience.
Job description of a passport officer for a management company
From our articles you can learn about procedures such as: holding a competition to select a management organization, transferring a house to a management company from the developer, creating your own management company, registering it with the GIS Housing and Communal Services, obtaining a license, as well as maintaining accounting records in a management company and its bankruptcy . Samples of management company agreements with owners or contractors, as well as a business plan for the management company, can be downloaded from us for free.
Features of working in a management company
The main feature of the position is the employee’s actual mediation between citizens and the office of the Office of the Federal Migration Service of the Russian Federation.
The specialist receives important documented data from citizens for transmission to the Federal Migration Service at their place of residence.
It is very important that the peculiarities of work in the department include a very high level of responsibility not only to citizens, but also to the territorial body of the Migration Service.
Most job descriptions contain only a few paragraphs devoted to the duties, rights and responsibilities of a specialist hired for a position.
However, each point clearly and clearly makes it clear that the main features of working in a management company are precisely the points listed above.
In conclusion, it must be said that the position described can be filled by a person who is familiar with the rules for registering citizens, the rules for preparing materials, and also, of course, all the basics of document flow.
User-level knowledge of a personal computer will be required, as well as the ability to quickly understand current legislation.
>What does a passport officer do in a management company - rights and responsibilities, according to the job description
Job description
Every organization has a job description. It defines the basic requirements for a specialist, in our case, a passport officer, and his rights, duties, and responsibilities.
The legislation defines only general provisions that heads of organizations must adhere to when drawing up job descriptions, including the manager and director. After all, the staffing schedule depends on them.
In particular, it is determined that the passport officer reports to the head of the department, passport office or other head of the management company. Subordination is determined by the organizational structure of the organization.
job description of a passport officer in a management company
Requirements
Requirements for a passport officer in a management company:
- knowledge of legislation in terms of acts, instructions, regulations, other normative documents, rules of registration, registration of citizens;
- The passport officer is required to know office work, standards of organizational and administrative documentation, and a unified system for handling this documentation;
- The passport officer must know how the preparation of reference materials should be controlled;
- ability to work with a computer;
- knowledge of labor regulations, internal regulations, labor protection, as well as the basics of fire safety.
Reference! Having a special education is not a prerequisite for hiring a passport officer. The same applies to length of service in a given position.
At the same time, the management of the management company has the right to set its own requirements for the education of a passport officer.
Responsibilities
It should be noted that the duties assigned to the passport officer are of high social importance. His mistake can sometimes be followed by trouble in the fate of an individual citizen. Therefore, it is extremely important that the passport officer performs his duties responsibly.
The main responsibilities of this management company employee include:
- Checking all documents, including passports, which are submitted for registration.
- Registration of citizens must be carried out only in accordance with the procedure established by law.
- Certificates must be drawn up only in the prescribed form and in the prescribed manner.
- The passport holder must maintain passport records using a computer.
- Use a card index in paper and electronic form in your work.
- Measures must be taken to preserve the card index and its reliability.
- The data contained in the file cabinet must be constantly verified.
- The passport officer is obliged to control the passport regime.
- Reporting must be carried out in accordance with the established procedure.
In addition to the above, the passport officer may be assigned other responsibilities in the Criminal Code related to the registration of citizens at their place of residence.
Rights
A passport holder, like any employee, has the right to all social guarantees provided for by law.
Also, the passport holder has the following rights:
- propose changes and improvements leading to the improvement of its activities;
- in the performance of his duties, he may require assistance from management;
- may request any documents, any information he needs in the process of work;
- improve skills.
Attention! Like any employee, a passport officer can demand compliance with all the rights granted to him by the Labor Code of the Russian Federation and the Constitution.
Responsibility
The passport holder is responsible for improper performance or complete failure to fulfill his duties within the limits established by job descriptions and current legislation, in particular the Labor Code.
Source: https://nec-it.ru/pasportist-v-upravlyayushhej-kompanii/
Passport office in the housing and communal services structure
Many years of experience in registering citizens confirms that the passport office department in the housing and communal services sector is a convenient form for people and a reliable way to create a correct all-Russian database.
Housing and communal services enterprises operate directly in the places of residence and stay of the majority of the population. Housing and communal services, in addition to the main purpose of the accounting table, has its own interest: obtaining data on the number and movements of owners of serviced premises. Whereas the migration service under the Ministry of Internal Affairs, when collecting information, primarily pursues the goal of recording and updating information.
It is worth noting that the passport service has dual subordination:
- all tasks and functions are performed in accordance with the administrative regulations of the Federal Migration Service;
- In terms of organizational issues, establishing job responsibilities, internal regulations and discipline, the rules are established by the administration of the management company or the chairman of the HOA.
This is no coincidence, since maintaining a passport office involves contractual relations between the service organization and the migration service.
1.7.
The employee reports to ________________________________________. 2. Job responsibilities of the Employee
2.1. The employee performs the following job responsibilities: 2.1.1. Carries out work on paperwork for obtaining and exchanging passports in the prescribed manner. 2.1.2. Monitors and checks documents presented for registration and discharge, ensures their safety. 2.1.3. Submits and receives documents for registration and discharge from the migration service. 2.1.4. Maintains passport records using a card index and using computer technology. 2.1.5. Keeps records of apartments and citizens living in them. 2.1.6. Ensures the safety and reliability of information in the passport card file and reconciles them. 2.1.7. Monitors compliance with the passport regime by citizens. 2.1.8. Prepares records of those liable for military service and pre-conscription personnel. 2.1.9. Prepares prescribed reports.
3. Employee Rights
3.1. The employee has the right: 3.1.1. To participate in the discussion of draft decisions of the employer’s management. 3.1.2. Requesting and receiving from structural units and employees the information and documents necessary to perform their job duties. 3.1.3. Participation in the discussion of issues related to his official duties. 3.1.4. Request from your immediate supervisor to provide assistance in the performance of your official duties and rights. 3.1.5. Providing him with work stipulated by the employment contract. 3.1.6. A workplace that meets state regulatory requirements for labor protection and the conditions provided for by the collective agreement (if any). 3.1.7. Timely and full payment of wages in accordance with your qualifications, complexity of work, quantity and quality of work performed. 3.1.8. Rest ensured by the establishment of normal working hours, reduced working hours for certain professions and categories of workers, the provision of weekly days off, non-working holidays, and paid annual leave. 3.1.9. Complete reliable information about working conditions and labor protection requirements in the workplace. 3.1.10. Professional training, retraining and advanced training in the manner established by the Labor Code of the Russian Federation and other federal laws. 3.1.11. Association, including the right to create trade unions and join them to protect their labor rights, freedoms and legitimate interests. 3.1.12. Participation in the management of the organization in the forms provided for by the Labor Code of the Russian Federation, other federal laws and the collective agreement. 3.1.13. Conducting collective negotiations and concluding collective agreements and agreements through their representatives, as well as information on the implementation of the collective agreement and agreements. 3.1.14. Protection of your labor rights, freedoms and legitimate interests by all means not prohibited by law. 3.1.15. Resolution of individual and collective labor disputes, including the right to strike, in the manner established by the Labor Code of the Russian Federation and other federal laws. 3.1.16. Compensation for damage caused to him in connection with the performance of his job duties, and compensation for moral damage in the manner established by the Labor Code of the Russian Federation and other federal laws. 3.1.17. Compulsory social insurance in cases provided for by federal laws. 3.1.18. Receiving materials and documents related to your activities. 3.1.19. Interaction with other departments of the Employer to resolve operational issues of their professional activities. The employee has the right: 3.1.20. Give subordinate employees instructions and tasks on a range of issues included in his job responsibilities. 3.1.21. Monitor the implementation of planned tasks, timely completion of individual instructions and tasks, and the work of subordinate employees. 3.1.22. Get acquainted with the Employer's draft decisions relating to the Employee's activities. 3.1.23. Make proposals to the Employer on issues of your activities. 3.1.24. Receive official information necessary to perform your duties.
4. Responsibilities of the Employee
4.1. The employee is obliged to: 4.1.1. Conscientiously fulfill his labor duties assigned to him by the employment contract and job description. 4.1.2. Comply with internal labor regulations. 4.1.3. Maintain labor discipline. 4.1.4. Comply with established labor standards. 4.1.5. Comply with labor protection and occupational safety requirements. 4.1.6. Treat with care the property of the Employer (including the property of third parties held by the Employer, if the Employer is responsible for the safety of this property) and other employees. 4.1.7. Immediately inform the Employer or immediate supervisor about the occurrence of a situation that poses a threat to the life and health of people, the safety of the Employer’s property (including the property of third parties held by the Employer, if the Employer is responsible for the safety of this property).
5. Responsibility of the Employee
5.1. The employee is held accountable: 5.1.1. For improper performance or failure to fulfill one’s job duties provided for in this job description - in the manner established by the current labor legislation of the Russian Federation. 5.1.2. Offenses committed in the course of their activities - in the manner established by the current administrative, criminal and civil legislation of the Russian Federation. 5.1.3. Causing damage to the Employer's property - in the manner established by the current labor legislation of the Russian Federation. 5.2. ___________________________________________________________.
6. Conditions and evaluation of the Work
6.1. The Employee’s work schedule is determined in accordance with the Internal Labor Regulations established by the Employer. 6.2. Performance assessment: - regular - carried out by the immediate supervisor during the performance of labor functions by the Employee;
Organization of registration accounting in the management organization
Management companies (MCs) often take on the functions of the passport office, essentially becoming an intermediary between residents and the Federal Migration Service. According to 5242-1-FZ for citizens, the service is free. Meanwhile, the owners of apartment buildings, understanding the importance of the service and the convenience of having a passport officer at their place of residence, include this condition in the service contract.
The payment is not reflected on the receipt, but it is included in the costs. In large management companies it is minimized due to the large number of consumers. In small management companies and in homeowners' associations (HOAs), costs are reduced due to the part-time employment of a part-time passport officer.
Usually there is 1 person on the staff of the passport office of the Criminal Code, and sometimes, as mentioned above, not even full-time. But in management organizations, where the housing stock consists of dozens of apartment buildings, several passport officers work under the leadership of the boss in the structure of the passport service.
The question often arises: is a passport officer needed in an HOA? According to the rules of this form of management of apartment buildings, the decision always remains with the owner. And as practice shows, having a passport officer has many advantages. This includes the ability to quickly contact the passport office at your place of registration to obtain a certificate and an accessible database of the partnership.
A housing and communal services company hiring a passport service employee is obliged to equip the workplace: premises, furniture, a safe for storing documents containing personal data of citizens, office equipment and telephone communications.
What issues can be resolved at the passport office at your place of residence?
Apartment owners and residents living legally, when contacting a passport officer, can freely receive:
- obtain a certificate of residence in the form depending on the place of request and a certificate of the number of residents;
- place new residents on permanent registration;
- register temporarily arrived citizens;
- register deregistration.
Registration actions are carried out in accordance with Order No. 984, which establishes the regulations for maintaining records.
Sometimes, apartment owners believe that with the advent of multifunctional centers (MFCs), a passport officer is not needed. But this is only before the first application to the MFC. For almost every question, a certificate from your place of residence will be requested. It turns out that it is not the responsibility of the center employee to request this information from the Federal Migration Service.
The procedure for developing and approving the job description of a passport officer of the Criminal Code
Even if a passport office employee performs duties under a part-time contract, a job description should be developed. If the passport officer’s immediate supervisor is absent, a draft instruction is prepared by the personnel service of the management company.
The document is approved by a lawyer and approved by the head of the organization. The next important step is to read the employee’s instructions, signed and dated. A copy certified by the organization’s seal must be kept at the passport officer’s workplace.
DI structure
The job description should contain the following sections:
- General provisions, with a description of subordination and position in the organizational structure of the management company.
- Qualification requirements. The section lists what a passport office employee should know and be able to do.
- Job responsibilities. A list of functions and mandatory actions, the execution of which will carry out the assigned tasks.
- Rights. Conditions guaranteed by the Labor Code of the Russian Federation and internal rules of the organization.
- Responsibility. An important list of violations for which penalties and punishment may be received.
The final section usually contains a description of the procedure for making changes and additions to the instructions.
A sample standard job description for a passport officer of a management company will help you draw up a document taking into account all the intricacies of professional activity.
Qualification requirements for a passport officer for management companies and homeowners associations
Selecting a candidate for the position of passport officer is a responsible task. The candidate must have a number of specific competencies and skills
- application of regulatory documents regulating the procedure for registration and accounting, including the administrative regulations of the Federal Migration Service;
- document flow using unified forms;
- office work, in accordance with established industry standards;
- working with personal data;
- handling office equipment.
It is good when the candidate has experience in this field. In other cases, training should be provided.
List of functional responsibilities of a passport officer
Upon taking office, an employee of the passport service of the Criminal Code assumes the following responsibilities:
- maintaining registration records at the place of residence and place of residence;
- receiving and checking the completeness of documents for registration and deregistration of citizens;
- transfer of a package of documents to the department of the Federal Migration Service;
- return and transfer of citizens’ passports after making notes;
- maintaining cards and electronic register of residents;
- design of stands with samples of filling out forms;
- preparation of reports for the Ministry of Internal Affairs and management of the Criminal Code;
- preparation and issuance of certificates about the composition of residents and from the place of residence;
- sending responses to requests from law enforcement agencies;
- placing marks on temporary stay;
- advising residents about registration rules and changes.
Often, in agreement with the management of the HOA or management company, the passport officer compiles and maintains a register of owners of residential premises. It would be correct to include this and other agreed upon assignments in the “Responsibilities” section of the job description.
Job description for passport officer
Name of the organization APPROVED OFFICER Name of the position INSTRUCTIONS of the head of the organization _________ N ___________ Signature Explanation of signature Place of compilation Date PASSPORTER
GENERAL PROVISIONS
1. A passport holder belongs to the category of specialists, is hired and dismissed from work by order of ____________________.
2. A person with general secondary education and special training according to the established program is appointed to the position of passport officer.
3. In his activities, the passport officer is guided by:
— regulatory documents on the work performed;
— methodological materials concerning relevant issues;
— labor regulations;
— orders and instructions _____________________;
- this job description.
4. The passport officer must know:
— regulatory legal acts, regulations, instructions, other guidance materials and documents on the rules for registration of citizens;
— standards for a unified system of organizational and administrative documentation;
— the procedure for monitoring the passage of official documents and materials;
— basics of labor organization;
— rules for using computer equipment;
— basics of labor legislation of the Republic of Belarus;
— internal labor regulations;
— rules and regulations of labor protection and fire safety.
5. During the absence of a passport officer, his duties are performed in the prescribed manner by an appointed deputy, who bears full responsibility for the proper performance of the duties assigned to him.
JOB RESPONSIBILITIES
6. To perform the functions assigned to him, the passport officer is obliged to:
6.1. Carry out work on paperwork for obtaining and exchanging passports in the prescribed manner.
6.2. Monitor and check documents presented for registration and deregistration and ensure their safety.
6.3. Submit and receive documents for registration and discharge at the passport department.
6.4. Maintain passport records using a card index and using computer technology.
6.5. Keep records of privatized apartments and citizens living in them.
6.6. Ensure the safety and reliability of the information in the passport registration card file and reconcile them.
6.7. Monitor compliance with the passport regime by citizens.
6.8. Registration of persons liable for military service and pre-conscription personnel.
6.9. Ensure the preparation of established reports.
6.10. Provide assistance and cooperation with the employer in ensuring healthy and safe working conditions, immediately report to the immediate supervisor about each case of industrial injuries and occupational diseases, as well as emergency situations that pose a threat to the health and life of him and others, discovered deficiencies and violations of safety labor.
6.11. Take the necessary measures to limit the development of the emergency situation and eliminate it, provide first aid to the victim, take measures to call an ambulance, emergency services, and fire brigade.
RIGHTS
7. The passport holder has the right:
7.1. Get acquainted with draft decisions of the organization’s management relating to its activities.
7.2. Submit proposals for improvement of work related to the responsibilities provided for in these instructions for consideration by management.
7.3. Receive from heads of structural divisions, specialists information and documents necessary to perform their job duties.
7.4. Involve specialists from all structural divisions of the organization to resolve the responsibilities assigned to him (if this is provided for by the regulations on structural divisions, if not, with the permission of the head of the organization).
7.5. Require the management of the organization to provide assistance in the performance of their official duties and rights.
7.6. Take part in the discussion of labor safety issues submitted for consideration at meetings (conferences) of the labor collective (trade union organization).
RELATIONSHIPS (JOB RELATIONS)
8. The passport officer submits to _____________________________________________________ __________________________________________________________________________. 9. The passport officer interacts on issues within his competence with employees of the following structural divisions of the organization: - with _________________________________________________________________: receives: __________________________________________________________________________; is: __________________________________________________________________________; — from _________________________________________________________________: receives: ________________________________________________________________________________; is: __________________________________________________________________________.
PERFORMANCE EVALUATION AND RESPONSIBILITY
10. The work of the passport officer is assessed by the immediate supervisor (other official).
11. The passport holder is responsible for:
11.1. For failure to perform (improper performance) of one’s job duties as provided for in this job description - within the limits determined by the current labor legislation of the Republic of Belarus.
11.2. For offenses committed in the course of carrying out their activities - within the limits determined by the current administrative, criminal and civil legislation of the Republic of Belarus.
11.3. For causing material damage - within the limits determined by the current labor, criminal and civil legislation of the Republic of Belarus.
11.4. For failure to comply with the rules and regulations of labor protection, safety precautions, industrial sanitation and fire protection - in accordance with the requirements of regulatory legal acts of the Republic of Belarus and local acts in _____________________.
Name of the position of the head of the structural unit _________ _______________________ Signature Explanation of signature Visas I have read the instructions _________ _______________________ Signature Explanation of signature _______________________ Date
A COMMENT
The job description was developed in accordance with the Qualification Directory of positions for employees employed in housing and communal services, approved by Resolution of the Ministry of Labor of the Republic of Belarus dated May 26, 2000 N 84.
These instructions are exemplary. It can be used as a basis for developing appropriate employee instructions, taking into account the specifics of the organization’s activities.
Responsibility of the housing and communal services passport service employee
The liability of a passport officer for dishonest performance of official duties falls within the framework of the labor and administrative codes of the Russian Federation. If the violation is in the nature of deliberate distortion of registration data and regulations of the Federal Migration Service, criminal prosecution cannot be ruled out. Every passport office employee knows this.
Contacting the passport office at your place of residence, where an experienced passport officer works, gives you confidence that registration records are kept according to the rules,
RF PP dated November 11, 2010 No. 885 legalized the possibility of registering through the Unified Portal through the use of electronic document forms. At the same time, the load on face-to-face services remains quite high and the demand for passport services has practically not decreased.
PASSPORTIST
The main tasks of the passport office in the Criminal Code include registration and registration of citizens at the place of residence, deregistration, and initial registration of identity documents. The passport office employee who is directly involved in processing all types of documents is called a passport officer. We will consider the basic rights and responsibilities of this employee in accordance with the job description, and will also tell you whether it is possible to work as a passport officer without special education and work experience. The passport office is, in fact, the same department in the structure of the management company as any other - with the same form of organization, department hierarchy. The desk is headed by the boss; if the volume of work is large, then the department has a deputy, necessarily a senior specialist, and ordinary specialists.
